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Read ArticleCustoms is where most international shipments get held up, and it's usually because of paperwork. Getting the documents right the first time is the easiest way to avoid delays and unexpected costs. Here's a plain-English guide.
The documents you'll usually need
Exact requirements depend on what you're shipping and where it's going, but most shipments need some or all of these:
Commercial invoice
The most important document. It describes what's being shipped, how much of it, its value and who the buyer and seller are. Customs uses it to decide what duties and taxes to charge.
Packing list
Details how the goods are packed: the number of packages, what's in each one, and their weights and sizes. It should match the commercial invoice.
Bill of lading or air waybill
The transport document. A bill of lading is used for sea freight, and an air waybill for air freight. Your forwarder or carrier normally issues it.
Certificate of origin
Shows where the goods were made. Some countries require it, and it can sometimes reduce the duty you pay under trade agreements.
Licences and permits
Some goods, such as food, medicines, chemicals and electronics, may need special permits or certificates before they can be imported or exported.
Common mistakes that cause delays
- Vague descriptions. "Parts" or "samples" isn't enough. Say exactly what the goods are and what they're made of.
- Wrong or missing values. The value must be accurate. Under-declaring is illegal and can lead to fines or seizure.
- Documents that don't match. Quantities and weights on the invoice, packing list and transport document must agree.
- Missing product codes. Many countries need an HS code, a standard code that classifies the goods.
- Incomplete contact details. Customs may need to reach the receiver, so include a full address and phone number.
Quick tip
Before you ship, read your commercial invoice as if you were a customs officer who's never seen your product. If anything is unclear, fix it now.
Duties and taxes
Most countries charge import duty and taxes on goods coming in. These are set by the destination country, not by your shipping company, and depend on the type of goods, their value and where they were made. Agree before you ship who will pay them, the sender or the receiver, so the shipment isn't held on arrival.
A simple checklist
- Write a clear, specific description of every item.
- Declare the true value.
- Make sure all documents match each other.
- Check whether your goods need permits.
- Agree who pays duties and taxes.
- Send copies of everything to your forwarder before the goods leave.
We'll check it for you
When you ship with Evercrest Cargo, we review your documents before your goods leave and tell you if anything is missing. Get in touch if you have a shipment coming up.